Executive Office Assistant

Job Description:

Executive Office Assistant

Description

POSITION OVERVIEW

Applications accepted from: ALL PERSONS INTERESTED
Job Classification: EXECUTIVE OFFICE ASSISTANT
Posting Number: PN# 37804
Department: HOUSTON POLICE
Division: HOMELAND SECURITY COMMAND
Reporting Location: 1200 TRAVIS
Workdays & Hours: MONDAY - FRIDAY; 0900-1700*
*SUBJECT TO CHANGE

DESCRIPTION OF DUTIES/ESSENTIAL FUNCTIONS
Assists director(s), deputy director(s) and assistant director(s) in the coordination of office management and operational activities by performing varied clerical tasks and administrative support duties in the assigned division. Routinely handles information of a sensitive or confidential nature.

RESPONSIBILITIES :

• Answers telephone to screen and distribute calls, takes messages and answers routine questions. Receives and announces visitors. Receives and directs inquiries or comments regarding services.
• Opens, sorts, and distributes mail. Handles incoming routine correspondence using standardized responses or formats. Sends faxes, packages, and mail.
• Issues instructions or notices in the name of the director, deputy director, or assistant director.
• Assists in completing business management or operation projects based on goals and instructions established by supervisor.
• Photocopies, collates, and distributes correspondence, procedures, articles, reports, policies, bulletins, etc. Handles other reproduction needs including assembling manuals and reports, collating, and binding or arranging outside services when needed.
• Types and proofreads correspondence, reports, forms, documents, etc. Composes and prepares simple and routine correspondence for supervisor’s approval. May maintain correspondence logs. Tabulates and prepares periodic and special reports.
• Maintains calendar by scheduling meetings and appointments and making travel arrangements. Prepares and submits expense reports for management personnel.
• Gathers and prepares materials and information for staff and business meetings and presentations.
• Coordinates meetings by arranging meeting locations, distributing meeting notices, agendas, and information, procuring audio/visual equipment, and ensuring proper setup. May prepare meeting minutes.
• Maintains a filing system for correspondence, reports, documents, complaints, departmental budget information, financial records, personnel matters, and general information on departmental operations, etc.
• Procures necessary supplies and services (e.g. office supplies, telephone change orders, equipment repair and maintenance, office furniture, office forms, etc.).
• May prepare time and attendance for management’s signature.
• All duties and responsibilities may not be included in the above job descriptions.

WORKING CONDITIONS
The position occasionally requires stooping or bending. Occasional very light lifting, such as three or four reams of papers or books (up to 20 pounds or an equivalent weight) may be required.

There are no major sources of discomfort, i.e., essentially normal office environment with acceptable lighting, temperature, and air conditions.

Requires the ability to make closely coordinated eye/hand movements within very fine tolerance and/or calibration demands; or the ability to make rapid closely coordinated eye/hand movements on a patterned response space within somewhat fine tolerance demands; or the ability to make coordinated eye/hand movements within fine tolerances with large equipment as an extension of the worker.

“Must be able to pass a criminal background check, obtain and maintain federally mandated security clearance where required.”

If applicable, the applicant’s past performance evaluations, past and present supervisory recommendations, and/or Internal Affairs complaint history will be reviewed and considered.

MINIMUM REQUIREMENTS

EDUCATIONAL REQUIREMENTS
Requires a High School Diploma or a GED

EXPERIENCE REQUIREMENTS
Three years of clerical or administrative support experience are required.

LICENSE REQUIREMENTS
None

PREFERENCES

**Preference shall be given to eligible veteran applicants provided such persons possess the qualifications necessary for competent discharge of the duties involved in the position applied for, such persons are among the most qualified candidates for the position, and all other factors in accordance with Executive Order 1-6.**

GENERAL INFORMATION

SELECTION/SKILLS TESTS REQUIRED
May be required to pass a city administered typing test with a typing speed of 70 words per minute with no more than 7 errors.

SAFETY IMPACT POSITION NO

SALARY INFORMATION
Factors used in determining the salary offered include the candidate’s qualifications as well as the pay rates of other employees in this classification.

Pay Grade 15

APPLICATION PROCEDURES
Only online applications will be accepted for this City of Houston job and must be received by the Human Resources Department during active posting period. Applications must be submitted online at: www.houstontx.gov .

To view your detailed application status, please log-in to your online profile by visiting: http://agency.governmentjobs.com/houston/default.cfm or call (713-308-1228).

If you need special services or accommodations, call (713-308-1228). (TTY 7-1-1)

If you need login assistance or technical support call 855-524-5627.

Due to the high volume of applications received, the Hiring Department will contact you directly, should you be selected to advance in our recruitment process.

All new and rehires must pass a pre-employment drug test and are subject to a physical examination and verification of information provided.

EOE - Equal Opportunity Employer
The City of Houston is committed to recruiting and retaining a diverse workforce and providing a work environment that is free from discrimination and harassment based upon any legally protected status or protected characteristic, including but not limited to an individual's sex, race, color, ethnicity, national origin, age, religion, disability, sexual orientation, genetic information, veteran status, gender identity, or pregnancy.

The city offers a competitive benefits program, including competitively priced health coverage and a defined contribution pension plan. Benefits include:

• Medical
• Dental
• Vision
• Wellness
• Supplemental Insurance
• Life insurance
• Long-term disability
• Retirement pension
• 457 deferred compensation plan
• Employee Assistance Program
• 10 days of vacation each year
• 11 city holidays, plus one floating holiday
• Compensable Sick Leave
• Personal Leave
• Flexible schedules
• Hybrid-Telework for eligible positions
• Professional development opportunities
• Transportation/parking plan
• Section 125 pretax deductions
• Dependent Care Reimbursement Plan
• Paid Prenatal, Parental and Infant Wellness Leaves
• Healthcare Flexible Spending Account

For plan details, visit http://www.houstontx.gov/hr/benefits.html

Closing Date/Time: 12/30/2025 11:59 PM Central

Salary:

$23.88 - $27.88 Hourly